Mixed response to council text update request

A TOTAL of 406 representations were made by county councillors on planning files last year and calls for the introduction of text updates for councillors has been met with a mixed response from council officials due to a lack of resources.

The issue was raised by Ennis East councillor, Paul Murphy at Monday’s meeting of Clare County Council. He called for the council to adopt a policy whereby an elected member that has made representations to a planning application/file, is notified of any application that has been granted, at the signing-off stage or prior to going in the post.
In a formal response Nora Kaye, director of service for planning, land use and transportation said, “The current procedure of informing members, who have made representations on files of refusal decisions is working well”.
She explained that during 2010, a total of 402 representations were made on planning applications.
“Due to the reduction in staff numbers, it is not possible to accede to this motion, however, should any elected representative wish to enquire about the status of any planning application prior to a decision being made, they are welcome to do so and this facility is available currently,” she said.
Councillor Murphy said that while he noted the reduction in staff, he also wanted the council to take into account the reduction in the number of planning applications.
“The problem I find is I might make a representation and I promise to keep the applicant informed on the application and then the applicant knows of the decision before I do. It feels like an egg in the face,” Councillor Murphy continued.
Councillor Oliver Garry proposed that a text message be sent to the county councillors who have made representations on files, which he said would not take a lot of time.
Meanwhile, Councillor Joe Arkins recommended an IT system be set up to directly inform councillors of developments in a file they have made a representation on.
“This was something we considered in great detail before we issued a reply. We are reduced in our resources. We had 849 planning applications and 104 were refused. That gives an indication of the level of activity,” Ms Kaye explained.
“I’ve no doubt that staffing is limited but it seems that limited resources seems to be an answer on every motion. How many texts would you have to send?” Councillor Arkins queried.
Speaking of the number of planning applications dealt with in Clare County Council, Ms Kaye said going from its peak, the council has seen a 35% to 38% reduction.
“It’s more than that isn’t it?” Councillor Arkins replied.
“It is not a big ask. I don’t think you realise how annoying it is. We get an acknowledgement of a receipt. I could do without it but I do need to know what is going on in the file. Maybe we could reallocate resources around. It is a reasonable request,” he continued.
He was supported by Councillor Michael Kelly who claimed if this approach was pursued it would save postage and time.
“I believe it would take very little resources to do that. It would be logical to have a text going to the councillors and to cut out letters and envelopes,” he said. 
Responding to the members, county manager, Tom Coughlan said, “I thought the service was good and was meeting the requirements of county councillors. We are diverting staff to meet the needs of the public. If some officials are sending text messages or taking phone calls then we have to take someone off what they are doing at the moment. There has been a reduction in the number of staff and we must work within that. I will talk to the director and see if we can reach a compromise.”
Councillor Arkins stressed that members had demonstrated how the council could save time by not issuing acknowledgements when an email would do.
“Could we swap one for the other?” he asked.
“I do acknowledge that we don’t get representations on every file. If the choice is taking an official off what they are doing at the moment, is that what you want me to do?” Mr Coughlan questioned.
Mayor Councillor Christy Curtin asked that the county manager talk with the director of services to see if a compromise could be arranged.